Can an employee sign electronically?

Yes. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA requirements when intent, consent, attribution, and record retention are present; certain exceptions (wills, some court filings) remain ineligible.

Is a notarization required for the form?

Not usually for routine HR intake. If a specific attachment or authorization requires notarization, follow state notary rules and verify whether RON is permissible under state law.

What authentication strength is recommended?

Use at least email verification plus optional SMS code for routine onboarding; require stronger identity proofing (KBA, ID analysis) for high-risk transactions or regulated industries.

How should I store completed electronic forms?

Store signed records with an immutable audit trail and secure encryption (TLS in transit, AES-256 at rest). Retain according to federal and industry retention schedules.

Can I use a simple signature image?

Yes if you can demonstrate intent and attribution in the audit trail; consider PKI-based digital signatures for non-repudiation in regulated contexts (FDA, financial services).

What if an employee disputes identity later?

Maintain full audit data (timestamps, IP, authentication method); stronger authentication reduces dispute risk and supports compliance in investigations or audits.

Electronic Signature
Templates
HR
Employee Submittal Form

Employee Submittal Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE SUBMITTAL FORM

Use this form to provide the personnel and employment information required to process a new hire or candidate submittal. Complete all applicable sections. All fields are subject to verification and will be retained in the employee record.

Personal Information

Full Legal Name Other Names Used (if any) Current Address

Primary Phone

Email Address

Date of Birth

Position Information

Position Title Department

Reporting Manager

Proposed Start Date

Salary / Rate

Employment Type (select applicable)

Full-time Part-time Temporary Contractor

Employment History

Most Recent Employer

Company Name

Job Title

From

To

Primary Responsibilities Reason for Leaving

Previous Employer

Company Name

Job Title

From

To

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution

Major / Field

Graduation Date

Honors

References

Provide three professional references who can speak to your qualifications and work performance.

Reference 1 - Name Relationship / Company

Reference 2 - Name Relationship / Company

Reference 3 - Name Relationship / Company

Legal Disclosures and Authorizations

At-Will Employment: Employment with the company is on an at-will basis unless otherwise set forth in a separate written agreement signed by an authorized representative of the company. Either the employee or the company may terminate the employment relationship at any time, with or without cause or advance notice.

Equal Employment Opportunity: The company provides equal employment opportunity to all applicants and employees without regard to protected characteristics. Employment decisions are based on job-related qualifications, merit, and business needs.

Authorization to Verify Information: I authorize the company and its designated agents to verify all information contained in this form, to contact former employers, education institutions, references, and to obtain a consumer report or background report as necessary for employment decisions. I understand such reports may include criminal history, driving record, and credit history where job-related and permitted by law.

Consent to Background and Reference Checks

I consent to background and reference checks as described above.

Criminal Convictions

Have you ever been convicted of a felony or misdemeanor that has not been expunged or sealed? Yes No

If yes, provide details including offense, date, and jurisdiction

Applicant Certification

I certify that the information provided in this Employee Submittal Form is true, complete, and accurate to the best of my knowledge. I understand that false statements, omissions, or misrepresentations may result in denial of employment or termination. I agree to promptly notify the company of any changes to the information provided.

I acknowledge that, if employed, I will comply with all company policies and procedures and that this form will be incorporated into my personnel file.

Printed Name:

Signature:

Date:

What the Employee Submittal Form Is and When It’s Used

An Employee Submittal Form is a standardized document employers use to collect required employee information and supporting materials during hiring, onboarding, status changes, or internal program enrollment. Typical items include legal name, tax or identification numbers, contact details, role and department, effective dates, and any attachments such as certifications or licenses. The form creates a consistent record that payroll, HR, benefits, and compliance teams can rely on, and it may be combined with or reference statutory forms such as I-9, W-4, or employer-specific disclosures.

Why a Clear Employee Submittal Form Matters

A well-designed Employee Submittal Form reduces onboarding delays, limits rework, and supports legal compliance by collecting accurate data at intake.

Typical Users and Signers of an Employee Submittal Form

Different roles affect which fields must be completed and which attachments are required.

HR administrators who collect and verify employee data during onboarding and role changes.
New hires and existing employees providing personal, tax, and certification information for payroll and benefits.
Hiring managers or department leads who confirm position, start date, and reporting structure.

Core Sections to Include in a Professional Employee Submittal Form

Organize the form into clear sections so reviewers can validate and route entries efficiently.

Employee Identity

Full legal name, preferred name, date of birth, and government ID details used to verify identity and match payroll records.

Contact Details

Primary address, phone number, and email address for payroll, emergency contact, and system access provisioning.

Tax & ID

Social Security Number or TIN, tax withholding form linkage, and any backup withholding indicators for payroll.

Employment Data

Job title, department, manager, employment type (full-time/part-time/contractor), and effective start date.

Attachments

Licenses, qualifications, I-9 identity documents, certifications, or other files with document type and expiration dates noted.

Authorizations

Signature, date, and consent checkboxes for data use, background check consent, and electronic record acceptance.

Step-by-Step: How to Complete and Submit the Form

Follow a short sequence to ensure the form is complete and routed correctly.

01

Start: Enter identity and contact details accurately.
02

Attach Documents: Upload required IDs, licenses, and certifications in supported formats.
03

Review: Verify all fields, check dates, and confirm attachments.
04

Submit: Sign, date, and route to HR or hiring manager for approval.

How to Configure an Online Submission Workflow

Recommended settings for online forms to ensure validation, secure routing, and auditability.

Field	Configuration
Authentication	Email verification plus optional SMS code for signer attribution and added identity assurance.
Required Fields	Mark full name, SSN/TIN, effective date, and signature as required to prevent incomplete submissions.
File Types	Accept PDF, DOCX, JPG, PNG; limit file size to a manageable maximum per attachment.
Routing	Auto-forward completed forms to HR mailbox, payroll, and manager for parallel review.

What Happens After an Employee Submits the Form

A clear post-submission flow speeds processing and provides an audit trail for compliance.

Validation: System checks required fields and file formats and flags missing data.
Routing: Form is sent to HR and payroll, and optionally to the hiring manager for approval.
Approval: Designated approvers review entries and confirm or request corrections.
Storage: Completed records and audit trail are stored in the HR system of record.

Technical Considerations for eSubmission and Integration

Choose settings that balance signer convenience with the level of identity assurance your compliance policy requires.

Integrations: Supports Salesforce, NetSuite, Microsoft 365, Google Workspace, and common HR systems.
File formats: Accepts PDF, DOCX, and image formats for attachments.
Authentication: Email, SMS, or advanced authentication options improve signer attribution.

Key Timing Rules and Typical Deadlines to Observe

Some fields and linked statutory forms have strict timing or retention obligations; follow the timelines below.

W-9 provision:

Provide W-9 upon payer request; no fixed IRS submission deadline.

I-9 completion:

Section 1 by hire date; Section 2 within three business days (8 CFR §274a.2).

W-2 distribution:

Employers must provide W-2s to employees by January 31 each year.

1099-NEC reporting:

File recipient and IRS copies by January 31 where applicable.

Form amendments:

Correct errors promptly to reduce late-filing penalties under IRC §6721.

Common Preparation Errors to Avoid

Entering a mismatched legal name that does not match government ID increases verification failures and delays.
Providing an incorrect SSN or TIN can trigger IRS backup withholding and requires corrected filings to resolve.
Uploading unreadable or wrong document types (photo glare, wrong file) forces resubmission and slows onboarding.
Missing signatures, dates, or initials on required pages can render the form incomplete and non-actionable.

Consequences of Incorrect or Late Employee Submissions

Tax Penalties: IRC §6721 penalties for incorrect information returns.

Backup Withholding: 24% backup withholding may apply for missing TINs.

Payroll Delays: Delayed pay or benefits enrollment until data is verified.

Compliance Risk: I-9 paperwork violations carry DHS fines.

Record Rework: Time and administrative cost for corrections and re-filing.

Legal Exposure: Incorrect records can increase audit and litigation risk.

eSignature Pricing and Feature Comparison for Employee Submittal Workflows

Compare starting price and core features across common eSignature vendors to inform procurement decisions for high-volume HR forms.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no card	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs: Troubleshooting Common Issues with Employee Submittal Forms

Answers to frequent questions about signatures, identity proofing, storage, and legal validity for electronic submissions.

Need help? Contact support

Can an employee sign electronically?
Yes. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA requirements when intent, consent, attribution, and record retention are present; certain exceptions (wills, some court filings) remain ineligible.
Is a notarization required for the form?
Not usually for routine HR intake. If a specific attachment or authorization requires notarization, follow state notary rules and verify whether RON is permissible under state law.
What authentication strength is recommended?
Use at least email verification plus optional SMS code for routine onboarding; require stronger identity proofing (KBA, ID analysis) for high-risk transactions or regulated industries.
How should I store completed electronic forms?
Store signed records with an immutable audit trail and secure encryption (TLS in transit, AES-256 at rest). Retain according to federal and industry retention schedules.
Can I use a simple signature image?
Yes if you can demonstrate intent and attribution in the audit trail; consider PKI-based digital signatures for non-repudiation in regulated contexts (FDA, financial services).
What if an employee disputes identity later?
Maintain full audit data (timestamps, IP, authentication method); stronger authentication reduces dispute risk and supports compliance in investigations or audits.

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